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Metropolitan
Transportation
Authority
One Gateway Plaza
LosAngeles, CA
90012-2952
EXECUTIVE MANAGEMENT COMMITTEESEPTEMBER 16,1999
SUBJECT:
ACTION:
REVISED MTA RECORDS RETENTION SCHEDULE
APPROVE THE LATEST REVISION OF THE MTA RECORDSRETENTION SCHEDULE
RECOMMENDATION
Approve revisions to the MTA Records Retention Schedule (Attachment B).
ISSUE
The Public Utilities Code, Section 130051.23, states that the LACMTA must maintainrecords that are used for operational, financial, and legal reasons. In order to complywith this Code, the MTA Board originally approved the MTA Records RetentionSchedule on May 24, 1995. Subsequent revisions have been approved by the Board,with the latest revision approved on September 28, 1998.
POLICY IMPLICATIONS
The revised schedule has been approved by General Counsel and appropriateDeparmaent Heads. This schedule is the instrument for complying with the PublicUtilities Code, as well as for satisfying the MTA’s basic records management needs. I~Ishould be emphasized that, in accordance with the Public Utilities Code, no significantMTA records have been destroyed without first being copied to durable and legible
media.
For this schedule to remain a valid, living document, it must be continually revised toreflect current law and administrative needs. Although this year there were no changesin the law necessitating a revision of the schedule, several departments have requestedmodifications for administrative purposes. Several records series were consolidated tostreamline the schedule and eliminate unnecessm3r categories. In addition, severalchanges were requested because functions have been reorganized. Attachment A reflectsa detailed explanation of the changes. The proposed modifications are categorized intothose that will affect the retention period, of which there are five, and those that will notaffect the retention period. This latter group includes such modifications as
consolidations of records series that contain duplicate information. There are eleven changes whichfail into this latter category.
OPTIONS
Not revise the schedule. This is not recommended because the schedule would not reflect theadministrative requirements prompting this revision.
FINANCIAL IMPACT
Although severai of the recommended revisions will lengthen retention periods, the additional off.-site storage cost will be nominal.
DISCUSSION
The revised schedule will benefit the MTA in three ways:
Avoiding the cost to maintain records with no further vaiue by disposing of those that areobsolete while moving those that are inactive to less expensive off-site storage.
¯ Increasing staff productivity by reducing the impediment of maintaining outdated, irrelevantmaterials and by ensuring that records are maintained as long as they are needed for operationalpurposes.
¯ Identifying and safeguarding "vital records" (those required for the resumption and continuationof business in the event of a disaster).
NEXT STEPS
If the Public Utilities Code is changed, or if legal or administrative requirements necessitaterevisions to the Records Retention Schedule, staffwill seek appropriate Board approval.
Revised MTA Records Retention Schedule Page 2 of 3
ATTACHMENTS
A. Explanation of ChangesB. Revised Records Retention Schedule with changes indicated by shadingC. Resolution authorizing revision of the Records Retention Schedule
Prepared by: Brian SotoDirector of General Services
Executive Officer, Administration Office of the Chief Executive Officer
Revised MTA Records Retention Schedule Page 3 of 3
Attachment AExplanation of Changes
CHANGES AFFECTING RETENTION PERIODConsolidate EMPLOYEE PERSONNEL FILE (OPDW/NON-MEDICAL)/I-ILrM3001 withEMPLOYEE PERSONNEL FILE/HIYM3000
Current retention = 5 years total.
Revised retention = Term of employment plus 5years
Decrease retention period for EMPLOYEEPERSONNEL FILE/HUM3000:
Current retention = Term of employment + 6 years
Revised retention = Term of employment + 5 years
Consolidate PROTEST FILE/CON3000 withCONTRACT PAYMENT/PERF/ADMIN (PRE- POST-AWARD)/CON2000
Cttrrent retention = While Active + 3 years
Revised retention = Indefinite
Change Series Title from CONTRACTOR INFOSTATEMENT/CON4000 to CONTRACTOR PRE-QUALIFICATION RECORDS/CON4000 andchange Office of Record to MASD. Increaseretention period:
Current retention = While Active
Revised retention = 5 years
Increase retention period for BUDGET SUPPORTDOCUMENTS/FIN9001:
Current retention = While Active + 2 years
Revised retention = While Active + 6 years
Transportation Department requested that theretention period for personnel files maintained atthe operating divisions be increased to the sameperiod as that of all other personnel files -- lengthof employment plus 5 years. Currently, theapproved retention period requires the files to bepurged every 5 years. Maintaining personnel filesfor only 5 years does not allow for sufficientemployee history, especially in cases wheredisciplinary action is required. Increasing theretention period alleviates this problem.
Decreasing the retention period by one year is acost-savings change to mitigate increasing theretention period for operating division personnelfiles. It is anticipated that records from several ofthe operating divisions will be sent to off-sitestorage. Human Resources management hasdetermined that decreasing the total retentionperiod from 6 years after termination to 5 yearsafter termination will have no negative impact.
The Procurement Policies & Procedures DeskInstructions specifies that the protest file ismaintained as part of the official contract file andnot as a separate document type with a differentretention period.
Contractor information statements, previouslymaintained by Procurement, have been replacedfunctionally by Contractor Pre-Qualificationrecords. Management Audit Services Department(MASD) has replaced Procurement as the Office Record. MASD requested a 5 year retentionperiod.
During the past year it was noted that Budgetsupport documents have reference value for alonger period than previously demonstrated.
Attachment A Page 2 of 2
CHANGES NOT AFFECTING RETENTION PERIODSConsolidate ACCT INFORMATION There are currently two series that serve the sameRPTS/ACC3000 with ACCTING GEN/ACC1000 function - one series is being eliminated.
Add "PRE- & POST-AWARD" to CONTRACT Clarifies contents of official contract file consistentPAYMENT/PERF/ADMIN/CON2000 with Procurement Policies & Procedures Desk
Instructions
Consolidate PURCHASING/FIN7000 with Clarifies contents of official contract file consistentCON2000 with Procurement Policies & Procedures Desk
Instructions
Change Retention Category & Office of Record:
Current = PURCHASING (UNSUCCESSFUL BIDS& PROPOSALS)/FIN7000 under Procurement
Revised = CO~CT LOSINGPROPOSALS/BIDS/CON2001 under ContractsChange Retention Category & Office of Record:
Current = PURCHASE ORDERS/FIN7002 underProcurement
Revised = PURCHASE ORDERS/CON2002 underContractsConsolidate BANK STATEMENTS/FIN1002 withBANKING/FIN 1001
Consolidate LIQUIDATED PROPERTY FILES/LEG2001 and PROPERTY ACQUISITION/LEG2002 with REAL ESTATE/LEG2000
Revise Years Active & Years Inactive forBANKING/FIN1001:
Current Years Active = 3; Years Inactive = 3
Revised Years Active = 2; Years Inactive = 4
This is to clarify and correct inconsistency in thecurrent schedule in naming the category and officeof record for contractual documents
This is to clarify and correct inconsistency in thecurrent schedule in naming the category and officeof record for contractual documents.
Since all banking records are maintained for thesame period, there is no need for a separate seriesfor bank statements.
Since all real estate records have the sameretention period, there is no need for separateseries for individual types of real estate records.
Finance department does not have sufficient on-site storage space so records are being transferredoff-site one year earlier. The total retentionremains at 6 years
Change Office of Record for CONSTRUCTION DIG Function was reorganized.ALERTS/ENG 1001 from ROS to Constn~cfionChange Office of Record for LOBBYIST Function was reorganized.REPORTS/LEG5004 and CONFLICT OFINTEREST/LEG5005 to Ethics DepartmentDelete "area teams" from Series Title and change Function was reorganized.Office of Record to Planning & Programming forPLANNING & ALLOCATION/PPA 1001
REVISION 3~
RECORD SERIES TITLE
Attachment B
LACMTA RECORDS RETENTION SCHEDULE
RETENTION YEARS YEARS WHEN TOCATEGORY ACTIVE INACTIVE FILM/SCANOFFICE OFRECORD
YEARS TO TOTALKEEP COPIES RETENTION COMMENT
ACCTING GEN (CONTROL/INPUT DOCS, ETC.)ACCl000 3
ACCTS PAYABLE & RECEIV VOUCHERS/INVOICESACC1001 2
ACCT JOURNALS/LEDGERS (ON PAPER)ACC1002 2
CASH RECEIPT LEDGERACCl003 2
ACCT JOURNALS/LEDGERS (ON MICROFICHE)ACC1004 WU
PASS SELLERS RECORDSACClO05 2
EQUIPMENT PURCHASE & SALES RECORDSACC2000 ACT
ADMIN GENERAL (DEPARTMENT FILES)ADM1000 3
GENERAL SVCS (MAIL/SUPPLIES/GRAPHICS)ADM1001 3
PLANNING/FORECASTING (5-YPJ30-YR, ETC.) ADM1002 ACT+01
GENERAL CORRESPONDENCE (SIGNIFICANT)ADM1003 2
WORKING PAPERS & DRAFTSADM 1004 ACT
RECORDS RETENTION SCHEDULEADM1005 ACT
E-MAIL MESSAGES ON INDIVIDUAL COMPUTERSADM1006 WU
E-MAlL MESSAGES ON SERVERSADM1007 01 MO
NA NA
4 NA
8 NA
4 NA
IND WC
2 NA
3 NA
NA NA
NA NA
IND WC
IND WC
NA NA
IND WC
NA NA
NA NA
ACCTG NA 3
ACCTG/REV 1 6
ACCTG NA 10
ACCTG NA 6
ACCTG WU IND
REV NA 4
ACCTG NA ACT+03
MULTIPLE NA 3
MULTIPLE 1 3
PLNG ACT IND
MULTIPLE 2 IND
MULTIPLE NA ACT
RMC ACT
MULTIPLE NA WU
ITS NA 01 MO
GR
V, GR
PA
REVISION 34
RECORD SERIES TITLE
Attachment B
LACMTA RECORDS RETENTION SCHEDULE
RETENTION YEARS YEARS WHEN TOCATEGORY ACTIVE INACTIVE FILM/SCAN
OFFICE OFRECORD
YEARS TO TOTALKEEP COPIES RETENTION COMMENT
E-MAIL SYSTEM BACKUPS
EQUIPMENT/PROPERTY INVENTORIES/LOGS
ADMIN POLICIES/PROCEDURES
INTERNAL AUDITS
INVESTIGATION FILES (INSPECTOR GENERAL)
PROJECT FILES
GRANT RECORDS (GRANT-FUNDED PROJECTS)
GRANT MANAGEMENT FILES
CONTRACTS/AGREEMENTS (EXECUTED)
CONTRACT PAYMENT/PERF/ADMIN
WORK ORDER FILE (CONSTRUCTION)
WARRANTIES
CONTRACT COMPL!ANCE F!LES
ADMI008 01 MO NA NA
ADM2000 3 NA NA
ADM3000 ACT IND WC
ADM3001 3 IND WC
ADM3002 ACT+02 IND UC
ADM4000 ACT+01 2 NA
ADM5000 ACT+01 2 NA
ADM5001 ACT+01 2 NA
CONI000 ACT+01 IND WC
CON2000 ACT+01 IND NA
CON4000 NA NA
CON5000 ACT+01 2 NA
CON6000 ACT tND WC
.............. 2 NA
ITS
MULTIPLE
ADMIN
OIA
OIG
MULTIPLE
MULTIPLE
GRANTS
CONTRACT
CONTRACT
CONTRACT
MULTIPLE
NA 01 MO
NA 3
ACT IND
ACT IND
NA IND
NA ACT+03 PA, GR
NA ACT+03 GR
NA ACT+03 GR
ACT IND V
ACT IND
GR
NA
NA ACT+03 GR
ACT IND
NA ACT+ 03 GR
Attachment B
REVISION 34
RECORD SERIES TITLEENGINEERING/CONSTRUCTION TECH DOCS
LACMTA RECORDS RETENTION SCHEDULE
RETENTION YEARS YEARS WHEN TOCATEGORY ACTIVE INACTIVE FILM/SCAN
OFFICE OFRECORD
ENG1000 ACT+03 LOS+10 WC CONSTRU
YEARS TO TOTALKEEP COPIES RETENTIONACT LOS+10
COMMENT
CONSTRUCTION DIG ALERTS
ENVIRON TESTING/EXPOSURE/MONITORING
HAZARDOUS MAT CHEM INV FORMS (HCS-88)
HAZARDOUS WASTE MANIFEST FORMS
UNDERGROUND STORAGE TANK O&M
FINANCE GENERAL
BANKING (DEPOSITS/CANCELLED CHECKS, ETC.)
WIRE TRANSFER BOOKS
PENSION FUND INVESTMENT RECORDS
BOND/DEBENTURE/INVESTMENT RECORDS
LOAN/CREDIT RECORDS
BAD DEBTS/UNCOLLECTABLE ACCT RECORDS
FINANCIAL STATEMENTS (ANNUAL)
FINANCIAL AUDITS (EXTERNAL)
ENG1001 1 2 NA
ENV1000 1 29 WC
ENV2000 ACT IND WC
ENV3000 3 IND WC
ENV4000 ACT IND WC
FIN1000 3 NA NA
FIN1001 ~/~ ~’~! NA
FIN1003 2 2 NA
FIN2000 ACT+03 IND WC
FIN3000 ACT+03 IND WC
FIN4000 ACT+03 IND WC
FIN5000 ACT+03 3 NA
FIN6000 10 IND WC
FIN6001 10 IND WC
3
SFTY NA
SFTY ACT
MULTIPLE NA
FACILIT NA
FINANCE NA
TREASURY NA
TREASURY NA
TREASURY NA
TREASURY NA
ACCTG NA
ACCTG/REV NA
ACCTG NA
ACCTG NA
3
30
IND
IND
IND
3
6
4
IND
~ND
ACT+06
IND
IND
V
V
V
REVISION 34
RECORD SERIES TITLEBUDGET (ANNUAL)
Attachment B
LACMTA RECORDS RETENTION SCHEDULE
RETENTION YEARS YEARS WHEN TOCATEGORY ACTIVE INACTIVE FILM/SCAN
OFFICE OFRECORD
YEARS TO TOTALKEEP COPIES RETENTION
FIN9000 ACT+01 IND WC BUDGET 2 INDCOMMENT
PA
BUDGET (ANNUAL) SUPPORT DOCUMENTS FIN9001 ACT+02
HUMAN RESOURCES GENERAL HUM1000 ACT+3
BENEFITS/INSURANCE PLANS, CONTRIBUTIONS HUM2000 ACT+03
PENSION PLAN RPT (IRS FORM 5500) HUM2001 3
PENSION SUMMARY INFORMATION HUM2002 ACT
EMPLOYEE PERSONNEL FILE (NON-MED) HUM3000 ACT+ 01
IMMGRATiON & NATURALIZATION SVC FRM I-9 HUM3002 ACT+01***
EMPLOYEE MEDICAL RECORDS - GENERAL HUM4000 ACT
EMPLOYEE MEDICAL RECORDS-HAZARD EXPOS HUM4001 ACT
EMPLOYEE ACCtD/INJURY (WORKERS COMP) HUM4002 ACT+02
OSHA 200 LOG AND SUMMARY (MONTHLY) HUM4003 6
MATERIAL SAFETY DATA SHEETS HUM4004 ACT
NOISE EXPOSURE/AUDIOMETRIC TESTING HUM4005 2
DRUG PROGRAM COLLECTION & TRNG RECDS HUM4006 2
DRUG PROGRAM POSITIVE TEST RESULTS HUM4007 2
DRUG PROGRAM NEGATIVE TEST RESULTS HUM4008 1
ALCOHOL PROG COLLECTION & TRNG RECORD HUM4009 2
~ NA BUDGET 2
NA NA HR NA ACT+3
3 NA HR NA ACT+06
3 NA HR NA 6
6 NA HR NA ACT+06
@~ NA MULTIPLE NA
NA NA HR NA ACT+01***
6 NA MULTIPLE NA ACT+ 06
IND WC SAFETY NA IND
4 NA SAFETY NA ACT+06
NA NA SAFETY ACT 6
IND WC SAFETY ACT IND
iND 2 SAFETY NA IND
NA NA HR NA 2
3 NA HR NA 5
NA NA HR NA 1
NA NA HR NA 2
*Separation +1 orHire + 3
Attachment
REVISION 3_4
RECORD SERIES TITLEALCOHOL PROGRAM POSITIVE TEST RESULTS
LACMTA RECORDS RETENTION SCHEDULE
RETENTION YEARS YEARS WHEN TOCATEGORY ACTIVE INACTIVE FILM/SCAN
OFFICE OFRECORD
YEARS TO TOTALKEEP COPIES RETENTION
HUM4010 2 3 NA HR NA 5COMMENT
ALCOHOL PROG NEGATIVE TEST A258 RESULTS HUM4011
INJURY/ILLNESS PROGRAM FILES HUM4012
TRAINING/EMPLOYEE DEVELOPMENT FILES HUM5000
SALARY ADMINISTRATION RECORDS HUM6000
PAYROLL RECORDS (TIME SHEETS, W-2, W-4) HUM6001
OPERATORS DAILY PAY PACKAGE HUM6002
SCHEDULE CHECKERS ASSIGN/CALL-IN SHEETS HUM6003
EMPLOYEE PAYROLL DATA (ON MICROFICHE) HUM6004
EMPLOYEE SELECTION FILES HUM7000
TRIP REDUCTION PLAN (SCAQMD) HUM8000
HOME TO WORK SURVEY HUM8001
BUSINESS ORGANIZATION LEG1000
BOARD OF DIRECTOR MEETING RECORDS LEG1001
MEETING AGENDAS/MINUTES (NON-BOARD) LEG1002
UNION STATION GATEWAY RECORDS LEG1003
REAL ESTATE GENERAL FILES LEG2000
1 NA NA HR
ACT+02 3 NA SAFETY
ACT 3 NA HR
3 3 NA HR
2 4 NA PAYROLL
1 5 NA OPS
1 5 NA PLNG
ACT IND WC PAYROLL
3 7 NA HR
1 IND WC HR
ACT 3 NA HR
10 IND WC BD SEC
06 MO IND 06 MO BD SEC
3 IND WC MULTIPLE
ACT+03 IND UC BD SEC
ACT+01 IND WC RE
NA
NA
NA
NA
1
NA
NA
ACT
NA
NA
NA
NA
1
1
ACT
NA
1
ACT+05
ACT+03
6
6
6
6
IND
10
IND
4
IND
IND
IND
IND
IND
GR
V, PA
PA
PA
Attachment B
REVISION ~
RECORD SERIES TITLELEASE FILES (INCLUDES PROPERTY MGMT)
LACMTA RECORDS RETENTION SCHEDULE
RETENTION YEARS YEARS WHEN TOCATEGORY ACTIVE INACTIVE FILM/SCAN
OFFICE OFRECORD
YEARS TO TOTALKEEP COPIES RETENTION
LEG2003 ACT+01 2 NA RE NA ACT+03COMMENT
JOINT DEVELOPMENT PROJECT FILES
INSURANCE (POLICIES/AMENDMENTS, ETC.)
CLAIM/LITIGATION CASE FILES
CLAIM/LITIGATION FILES (LANDMARK CASES)
GRIEVANCE/ARBITRATION (1ST/2ND LEVEL)
GRIEVANCE/ARBITRATION (LANDMARK CASES)
EO COMPLAINT FILES
LEGAL COMPLIANCE DOCS (FTA, EEOC, ETC.)
TAX RETURNS
LICENSES/PERMITS
COURT ORDER/AGENCY COMPLIANCE DOCS
LOBBYIST REPORTS (QUARTERLY)
CONFLICT OF INTEREST (BOARD/STAFF)
DBE CERTIFICATION RECORDS - APPROVED
DBE CERTIFICATION RECORDS - DENIED
LEGAL PROJECT FILES
LEGAL OPINIONS
COPYRIGHT/TRADEMARK/PATENT RECORDS
LEG2004 ACT+01 IND UC JT DEV NA
LEG3000 ACT+01 IND WC RISK MGMT NA
LEG4000 ACT+01 5 NA MULTIPLE NA
LEG4001 ACT+01 IND UC MULTIPLE NA
LEG4002 ACT+02 8 NA MULTIPLE NA
LEG4003 ACT+02 IND UC EMP REL NA
LEG4004 ACT+02 3 NA EO NA
LEGS000 6 IND WC MULTIPLE NA
LEG5001 10 NA NA ACCTG NA
LEG5002 ACT 3 NA MULTIPLE NA
LEG5003 ACT 3 NA MULTIPLE NA
LEG5004 2 5 NA ~ ~!~A
LEGS005 2 5 NA ~ ~H|~ NA
LEG5006 ACT+02 1 NA EO NA
LEG5007 2 1 NA EO NA
LEG6000 ACT+10 NA NA LEGAL NA
LEG6001 IND IND WC LEGAL NA
LEG7000 ACT+01 IND WC BD SEC NA
IND
IND
ACT+06
IND
ACT+ 10
IND
ACT+05
IND
10
ACT+03
ACT+03
7
7
ACT+03
3
ACT+10
IND
IND
Attachment B
REVISION 3_4
RECORD SERIES TITLELABOR RELATIONS NEGOTIATION FILES
LACMTA RECORDS RETENTION SCHEDULE
RETENTION YEARS YEARS WHEN TOCATEGORY ACTIVE INACTIVE FILM/SCANLEGS000 ACT+03 IND UC
OFFICE OFRECORD
YEARS TO TOTALKEEP COPIES RETENTION
LABOR REL NA INDCOMMENT
LEGAL SERVICE COPIES (SUBPOENAS, ETC)
MARKETING ACTIVITY RECORDS
OPERATIONS & MAINTENANCE GENERAL
OPERATIONS SCHEDULING RECORDS
OPERATIONS PULLOUT SHEETS
OPERATIONS PLANNING LINE FILES
OPERATIONS SAFETY & TRAINING RECORDS
VEHICLE ACCIDENT/INCIDENT REPORTS
VEHICLE ACCIDENT SUMMARY SHEETS
OPERATIONS CONTROL CENTER TAPES
OPERS CTRL CTR TAPES (MAJOR INCDNT)
OPERATIONS CTRL CTR DIV TELEPHONE TAPES
OPS CTRL CTR DIV TELEPHONE TAPES (MAJOR)
VEHICLE MAINTENANCE RECORDS
OPERATIONS EQUIPMENT DAMAGE RPT
TRANSIT POLICE RECORDS
TRANSIT POLICE DISPATCH TAPES
SAFE/FREEWAY SERVICE PATROL RECORDS
LEG9000 1 NA NA BD SEC
MAR1000 3 NA NA MKTG
OPM1000 2 3 NA OPS
OPM2000 2 8 NA SCHED
OPM2001 01 MO 10 NA OPS
OPM2002 ACT AR WC OPS PLNG
OPM3000 5 NA NA OPS
OPM3001 01MO 10 NA OPS
OPM3002 2 1 NA OPS
OPM4000 1 NA NA OPS
OPM4001 1 IND NA OPS
OPM4002 06 MO NA NA OPS
OPM4003 3 IND NA OPS
OPM5000 1 LOV+02 NA OPS
OPM5001 1 5 NA OPS
OPM6000 2 4 NA TP
OPM6001 04 MO NA NA TP
OPMT000 2 1 NA SAFE
NA 1
NA 3
NA 5
NA 10
NA 10
NA AR
NA 5
5 10
NA 3
NA 1
NA IND
NA 06 MO
NA IND
NA LOV+03
NA 6
NA 6
NA 04 MO
NA 3
REVISION 34
RECORD SERIES TITLEMOTORIST ASSIST FORMS - SCANNED
Attachment B
LACMTA RECORDS RETENTION SCHEDULE
RETENTION YEARS YEARS WHEN TO OFFICE OF YEARS TO TOTALCATEGORY ACTIVE INACTIVE FILM/SCAN RECORD KEEP COPIES RETENTION
OPM7001 06 MO 06 MO NA SAFE NA 1COMMENT
SCAG OVERALL WORK PROJECT
PLANNING & ALLOCATION ~I~!~,S~
BENEFIT ASSESSMENT ADMIN FILES
PUBLIC AFFAIRS/COMMUNITY RELATIONS
PUBLIC MEETING FILES
PUBLIC COMMENT LETTERS
GOVERNMENT RELATIONS RECORDS
PUBLIC AFFAIRS (PRESS RELEASES, PHOTOS)
EMPLOYEE NEWSLETTERS/ALL STAFF MEMOS
SUBJECT AND REFERENCE MATERIALS
CODES:AR=ANNUAL REVIEWACT = WHILE ACTIVEGR = IF GRANT-FUNDED, SEEADM5000IND = INDEFINITELOS = LIFE OF SYSTEMLOV = LIFE OF VEHICLEMO = MONTHPA = POTENTIALLY ARCHIVALUC = UPON COMPLETIONV = VITAL RECORDWC = WHEN CREATEDWU = WHILE USEFUL
PPA1000 3 NA
PPA1001 3 3
PPA2000 ACT+01 IND
PUB1000 3 IND
PUB1001 1 IND
PUB1002 1 IND
PUB2000 5 NA
PUB3000 5 IND
PUB4000 3 IND
REF1000 ACT NA
NA PP NA
NA AREA PP NA
WC BA NA
WC MULTIPLE NA
WC MULTIPLE NA
WC MULTIPLE NA
NA GOVT REL NA
WC PUBLIC NA
WC MULTIPLE 1
NA MULTIPLE NA
3
6
IND
IND
IND
IND
5
IND
IND
ACT
PA
PA, GR
PA, GR
PA, GR
PA, GR
PA
REVISION 34
RECORD SERIES TITLENOTES:
Attachment B
LACMTA RECORDS RETENTION SCHEDULE
RETENTION YEARS YEARS WHEN TOCATEGORY ACTIVE INACTIVE FILM/SCAN
OFFICE OFRECORD
YEARS TO TOTALKEEP COPIES RETENTION COMMENT
* ORIGINAL TO THIRD PARTYCLAIM ADMINISTRATORAND/OR LEGAL COUNSEL FORDISPOSITION** IF SIGNIFICANT, COPY TOHARD DRIVE OR DISK ANDMAINTAIN AS ADM1003***MAINTAIN 1 YEAR AFTERSEPARATION OR 3 YEARSAFTER HIRE DATE, WHICHEVRIS LATER.REV. 1 APPROVED BY THE 5/24/96BOARD OF DIRECTORS ONREV. 2 APPROVED BY THE 6/25/97BOARD OF DIRECTORSREV. 3 APPROVED BY BOARD9/28/98OF DIRECTORSREV. 4 TO BOARD OFDIRECTORS FOR APPROVAL
PART OF LEG4000
Attachment C
RESOLUTION
Resolved that the Board of the Los Angeles County Metropolitan TransportationAuthority does hereby authorize the revision of the Los Angeles County MetropolitanTransportation Authority Records Retention Schedule as indicated on the attached schedule.
CERTIFICATION
The undersigned, duly qualified and acting as Board Secretary of the Los Angeles CountyMetropolitan Transportation Authority, certifies that the attached is a tree and correct copy of aResolution adopted at a legally convened meeting of the Board of Directors of the Los AngelesCounty Metropolitan Transportation Authority held on September 23, 1999.
Michelle JacksonInterim Board Secretary
DATED: